RWD Info Pak Template - University of Leedssapinfo.leeds.ac.uk/content/cji3/wi/word/cji3wi.doc ·...

Title: Project: Display Actual Cost Line ItemsModule : PurchasingCourse : Reporting

Work Instruction

Project: Display Actual Cost Line Items CJI3

PurposeUse this procedure to display the actual line items posted to a WBS/Group of WBS elements.

TriggerPerform this procedure when you wish to display line items posted to WBS elements.

Menu PathUse the following menu path to begin this transaction:

Select Accounting Project system Information system Financials Line Items to go to the Display Project Actual Cost Line Item: Initial screen.

Prerequisites

A WBS element must exist and actual postings must have been made to it.

Transaction CodeCJI3

Additional InformationIn this example, the “drill down” functionality from a line item report to a goods receipt document, related purchase order history and finally the invoice document, is demonstrated. The example also demonstrates the use of display variants which determine the fields visible on a report and explains how to download the report into an excel spreadsheet.

Filename: document.docReference: MM - Display

Version: PrelimLast Modified: 03.01.2002 23:35:00

Work Instruction / 16


Procedure

1. Start the transaction using the transaction code CJI3.

Enter profile

2. Click on the matchcode to display the drop down list.

Profile for logical database PSJ (1) 9 Entries found

3. Double click on the line “Standard select (structure)” or click on the line item once and click on

.



Work InstructionPage 1 / 16


Enter profile

4. Click on .

Display Project Actual Cost Line Items

The selection screen is now displayed.

5. As required, complete/review the following fields:

Field Name R/O/C DescriptionProject Definition O Enter the Project definition description or click on the

matchcode to display the drop down list.





Field Name R/O/C Description

If the project definition field is populated and the WBS element fields left blank, the WBS elements for the entire project will be displayed.

WBS Element O Enter the Short ID description of the WBS element or range of

WBS elements required, or click on the matchcode to display the drop down list.

Example: RG.MOME.440092Posting date O Enter the posting date range.

Example: 01.04.2000 to 30.04.2001

The network/order,activity/operation and materials in network fields, are not currently applicable to the University.

6. Click on .

Display Actual Cost Line Items for Projects





The WBS elements meeting the search criteria will be displayed.

7. Perform one of the following:

If Go To

Download the report to Excel Step 8

Change the report variant Step 12

Drill down to display the purchase order document , purchase history and invoice

Step 17

8. To save the results in excel, go to List Export Spreadsheet. The following information message is obtained:

Information

9. Click on .

Export list object to XXL





10. Select the Excel display radio button and click on

The report is displayed in Excel.

11. To return to the report in SAP, click on . The system displays the message, "Do you want to save the changes you made to bookx " To save the changes click on ‘yes’, to exit without saving the changes, click on ‘no’.

12. To change the display variant click on .

Define Display Variant: Doc.Date/Object/Cost Element/Value

On the left, are the fields that are currently displayed. On the right are the ‘additional’ fields available. Hidden fields can be displayed by clicking to the left of the hidden field

description and clicking on . The field will be moved from the right of the screen to





the left-hand side of the screen. Click on .The report will be updated to display the additional field. To hide displayed fields the same procedure is followed but

the opposite arrow is used.

Note that the and the options move all the fields.

13. Make the required changes to the report layout and click on .

14. To save the variant, click on .

Display variant: Save as...

15. As required, complete/review the following fields:

Field Name R/O/C Description

Display variant R Enter a name for the new variant.

Description R Enter a description for the new variant.

To make the variant user specific, select the user specific box .

16. Click on . The report can be selected for future sessions, by clicking on and clicking on the report name.

17. To view the purchasing documents, look for the document type WE = Goods Receipt Note and RE = Invoice Receipt.





An RE document can be generated as a result of a price variance between the receipted amount and the invoice, or as a result of an invoice which has been entered directly onto SAP i.e. without a purchase order being raised. In the latter case, there will of course be no purchasing documents.

18. Select the line item you wish to view in more detail and click on to “drill down” to the purchasing document or simply double click on the line item.

Display Material document 50007624

The Material document (Goods Receipt) is now displayed.

19. To view the purchase order in more detail select the tab in the item details section.





Material document Tabs

20. To view the history relating to the purchase order line item double click on the purchase order number.

Standard PO 4500042945 Created by Ms Cheryl Cooper

21. The relevant information on this screen is contained within the Item Overview section (the table of items on the PO).





Item Overview Section

22. The tab is in the item details section of the screen.

If the Item Details section is not open then use the rollerblind to open up the section.

Click on .

If the tab is not displayed then use the arrows or drop down to find the tab.

Column Title - Purchase order history





Purchase Order

23. To view the invoice entered against the Purchase Order and the Goods receipt double click on

the IR-L 61 document number .





Invoice/Credit Memo 6100009167 2001 Display Item List

24. Click on to view the header information related to the invoice.





Invoice/Credit Memo 61000090167 2001, Display Header Data

The reference number is the suppliers invoice reference/number.

25. To return to the purchase order screen click on





Standard PO 4500042945 Created by Ms Cheryl Cooper

26. To go to the Actual Cost Line Items Report click on .





Actual Cost Line Item Report

27. To exit the report click on .

The system displays the message,"Do you want to exit this report?" Select Yes.

28. You have completed this transaction.

ResultYou have completed the report.

CommentsNone.




RWD Info Pak Template - University of Leedssapinfo.leeds.ac.uk/content/cji3/wi/word/cji3wi.doc ·...

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